lost in translation the language of research administration

Lost in TranslationThe Language of Research Administration

Jeremy ForsbergAssistant VP for Research UTA (UT Arlington)

Lisa MosleyExecutive Director ASU (Arizona State University)

Communication

One of the most fundamental elements of communication is a shared understanding between parties.

What helps facilitate shared understanding:• Context

– Verbal– Non-Verbal

• Environment• Knowledge

Context and Environment

Context and Environment

Communication

Definition: An acronym is an abbreviation formed from the initial components in a phrase or a word. These components may be individual letters or parts of words. There is no universal agreement on the precise definition of various names for such abbreviations nor on written usage. In English and most other languages, such abbreviations historically had limited use, but they became much more common in the 20th century. Acronyms are a type of word formation process, and they are viewed as a subtype of blending.--source: Wikipedia (http://en.wikipedia.org/wiki/Acronym)

Communication

How can acronyms complicate communication ?• Your supervisor comes in jumping up and

down, and obviously very angry, asking for the status of the FFSRs for NIH

• Your supervisor comes in very cheerful, reminds you of happy hour today and casually asks you the status of the FFSRs for NIH

Regardless of your level of communication skills, do you know the status of the FFSRs for NIH ProjID#R01-1234-ABC?

Acronyms add no value to the communication except to allow the speaker to communicate more quickly.

Mind the Knowledge Gap

Americans Against Awful Acronym Abuse – AAAAA is currently rallying support and raising awareness across the country on the issue of rampant acronyms

From Behavior to Language

Where do they come from and how are they defined?• By the Originator: Government/sponsoring

agency• By the Pragmatist: Professional slang• By the Collective: Pop culture

Brand Recognition

Quickly To the Point

Translation and Meaning

Writing Tip for Acronyms

• Acronyms are often used for legal Agreements– Created and defined by the agreement itself.

• E.g.: The Final Financial Report (FFR) is due 30 days after the COD.

• Many acronyms still require articles (i.e., "a," "an," or "the"). Let's use the “New World Order” (NWO)– Incorrect: NWO has emerged in the 21st century.– Correct: An NWO has emerged in the 21st century.

• Remember that NWO stands for a noun "New World Order," and nouns require articles before them.– If confused about whether to use "a" or "an" in front of an acronym that begins with a

consonant, speak the acronym out loud. If the first letter of the acronym makes a vowel sound (regardless of whether or not the first letter is actually a vowel), use "an." The acronym "NWO" is a perfect example. While "N" is a consonant, it makes the short e sound (i.e., a vowel sound) when you say it.

Translation Tips

• When decoding a message:– Consider the environment

• Non-verbal/written cues

– Breakdown and critique written statements• Is it an acronym or a definition. There is a “-” perhaps a subclass or extension

(DHHS-NIH)

– Look it up (not much different than pulling up a FAR clause by number)– Classify in groups. Break it down from higher vantage point

• Ex: Is the communication from a person in Grant Accounting vs. Pre-Award?

– Use your own language to confirm the communication

Ex. Translated Context

You receive an email from NIH-NIGMS requesting JIT for PI: Arnold Layne that must be submitted by COB tomorrow.

As part of the JIT, you need to provide current Other Support data for PI and all Key Personnel as well as IACUC approval confirmation.

One of the key personnel is Penny Layne – you wonder if this is a possible COI??

A few weeks later….

You receive via email the NOA from NIH-NIGMS. You begin the NOA review so the account can be set up.

Ex. Translated Context

A few highlights from the NOA:• Award is pursuant to the authority of 42 USC

241 42 CFR 52• DC has been reduced by 10%• F&A has been calculated incorrectly• Reporting via eSNAP is required

Ex. Translated Context

A few months later…

You receive an email from the PI requesting an NDA be issued to a colleague at the WHO and a request to rebudget funds to cover cost of a consultant and possibly an MOU for additional work.

Because you are familiar with the project, you inquire if they need an MTA as well.

Ex. Translated Context

6 months later…A subward needs to be issued to WHO• Are they registered in SAM?• Does WHO have a compliant COI policy• Is FFATA reporting required?

Ex. Translated Context

Almost a year later…You’re working on preparing the FSR so CM can submit a request in PMS. During your review you catch some CAS exceptions that have been charged directly to the project but that weren’t originally included in the DC budget.Do these charges violate A-21, A-110, A-133 or all 3? You inquire with the department to verify costs – no one wants a visit from the IG.

Ex. Translated Context

Two years later……The FFSR is submitted along with the patent disclosure report received from the IP/TT office.Arnold Layne sends you an email thanking you for your excellent service to his project and asks you to help prepare his application in response to a BAA issued by AFOSR that requires successful applicants to be on the GSA schedule and be able to accept all Ts&Cs related to the IDIQ.You happily forward the message to the PAT

Ex. Translated Context

TTFN!Jeremy Forsberg – j.forsberg@uta.edu

Lisa Mosley – lisa.mosley@asu.edu